Loading...
HomeMy WebLinkAbout2006 10-13 SpecialMeridian City Council Special Meeting October 13, 2006 The Meridian City Council Special Meeting was called to order at 9:00 A.M. on Tuesday, October 13, 2006 by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Keith Bird, Shaun Wardle, Charlie Rountree and Joe Borton. Staff Present: Bill Nary and Sharon Smith. Others Present: Wes Beddis and Steve Simmonds. Item 1. Roll-call Attendance: Roll call. X Shaun Wardle X__Joe Borton X__Charlie Rountree X Keith Bird _X_ Mayor Tammy de Weerd Item 2. Adoption of the Agenda: Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: At that request of the attorney, we would like to add Item No. 4 with the permission of the Mayor and Council of having an Executive Session as per Idaho State Code 67-2345(1)(c) and with that I move we approve the revised agenda. Rountree: Second. De Weerd: Okay, I have a motion and second to approve the agenda as amended. All those in favor say aye. ALL AYES. MOTION CARRIED. Item 3. Bid Results and Award of Abatement and Demolition at the New City Hall Site: Beddis: Mayor, Council members thank you my name is Wesley Beddis. I am construction manager with Petra Incorporated, 9056 W. Black Eagle in Boise until March and then will be on Rosario. Thank you for this special session. I apologize there was a clerical error in your report that was my doing that we Meridian City Council Special Meeting October 13, 2006 Page 2 of 6 didn’t pick up on. The bid results were correct in terms of the total bid being $386,000 for abatement and demolition as the low bidder. In other words the letter dated October 10th that I introduced into the record through the combined bid results is correct as is the $23,000 incentive deduct for not salvaging the brick, however, there was not a $70,000 additional incentive for being awarded both the abatement and the demolition and that was strictly a clerical error on my part picking up something on the bid results form that was not actually correct. My apologies, it does not change the bid results or the bidders. It was strictly clerical. So, it is our recommendation as construction manager that you ratify the bid results and direct staff to enter into contract negotiations with the low bidder at $386,000 for a combined bid of both the abatement and demolition. De Weerd: Council any questions? Bird: That is Ideal Demolition, Incorporated? Beddis: Yes. Bird: I have no questions. De Weerd: Okay, Mr. Nary did you anything to add? Nary: Madame Mayor, members of the Council just as further information, Mr. Baird from my office has been in touch with Mr. Lee that we have used in the construction management contract initially and we have gotten some alternatives to the standard contract that is a shorter form that we are going to discuss with Mr. Beddis and see if it is something that we can work out with Ideal Construction and help (inaudible) a little bit quicker so we can get the contract signed and before you. De Weerd: Okay, do you think you can have that before Council then on Tuesday? Nary: Well, we will do the best we can. Bird: Madame Mayor. De Weerd: For the Council, Bill, if we approve it and – with the addition – like we did before Mayor signed and started to attest, it doesn’t have to come back does it, if as long as the City Attorney thinks it is a satisfactory contract? Nary: Madame Mayor, members of the Council, Councilman Bird, yes, if the Council is in agreement, like you said, I think all we are looking at is trying to expedite the terms and agree with the amount and if we can get the contract before the Mayor as soon as possible, we could have it signed. Meridian City Council Special Meeting October 13, 2006 Page 3 of 6 Bird: That is my preference. I have no problem with that at all. We are basically writing the contract. If the guy agrees to it, Wes is happy with it, you are happy with it – Nary: We are certainly working with Petra to make sure it meets their needs as well as the city’s. Beddis: Mayor, Council members what Mr. Nary is addressing is the fact that in the bid documents we stated we would be using the American Institute of Architects suite of contract forms, however, for these two scopes of work the abatement and the demolition, the suite of forms keeps referencing back to the architect and the architect’s contract documents, which are the drawings. Since there are none of these involved in these scopes of work it is strictly the abatement and the removal of existing structures with no design considerations the contract becomes rather wordy and ineffective by having to continually delete paragraphs or reference away from paragraphs that turn back to the architect since there is no liability for the architect involved in this aspect. So, Mr. Baird approached me this morning and suggested that we look at this alternate contract, which I am very much in agreement with and he will then present both to the successful bidder and let them determine whether they want to stick with the AIA suite or go with a condensed contract form. De Weerd: I don’t think our architect would like to claim responsibility for the design of the Creamery. Bird: Oh, I don’t know why he wouldn’t. De Weerd: Mr. Nary when does the ten days start for the – what is it the EPA notification --? Beddis: EPA notification of intent. Actually that starts once the contractor has sent in the information listing as the apparent contractor for the work and that is not tied to the city’s notice or to the contract. It is tied to the contractor’s notice to the EPA, which I believe he made on Monday or Tuesday – I would have to confirm with him. But, we are already within that notification period to the EPA. Nary: Madame Mayor. De Weerd: Mr. Nary. Nary: Madame Mayor, members of the Council I did speak with Mr. Watts before he left town, he is out of town today, but he did tell me that he did speak with Ideal Construction after they realized this error on Wednesday and because they are still the low bidder he was anticipating that we would take care of this today, so he told them to proceed with what they were doing to continue on as the contract would likely get approved today. So, they would not get three or four Meridian City Council Special Meeting October 13, 2006 Page 4 of 6 more days behind and that they would continue on with their work. I think we are still on track as if we had awarded it Tuesday anyway. De Weerd: Okay we will need to get the dates so we can set up a minute before the demolition begins a little ceremony. Nary: Mr. Watts is aware of that. I did mention that to Mr. Watts and he said he would be sure to make sure that your office was aware of what all the timing was of all that. The abatement, I think was the initial things that they were looking at and there were some other things preliminarily to the actual demolition. De Weerd: Any other questions Council? Bird: I have none. De Weerd: Okay, thank you. Bird: Madame Mayor if there isn’t any discussion I would move that we enter into a contract with Ideal Demolition, Inc. for the demolition of the new city hall site, known as the old Creamery for $386,000 and for the Mayor to sign, the clerk to attest upon approval of contract by Petra, our legal staff and owner, after owner signs. Rountree: Second. De Weerd: I have a motion to approve the contract with Ideal Demolition. Any discussion? Mrs. Smith will you please call roll. Roll Call: Councilman Wardle, aye; Bird, aye; Rountree, aye and Borton, aye. Rountree: Madame Mayor. De Weerd: Mr. Rountree. Rountree: With passage of that I don’t know what the plans are in terms of announcing it, but I think I have read at least three articles in the local newspapers indicating that the cost was $316,000 and I think we need to notify them that there was an error and the low bid company is still the company we awarded the price to, but the price is $386,000. De Weerd: I think that was in the last article, too and that it would be back in front of Council today for the new amount. Bird: The last article did say that. Meridian City Council Special Meeting October 13, 2006 Page 5 of 6 De Weerd: So, do you want me to make any further changes? They were notified and it was in the paper. Rountree: Okay, just let them know it happened. De Weerd: Okay, with that behind us we do have an added number four for Executive Session. Bird: Madame Mayor. De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345 1 (a) and (c). Rountree: Second. De Weerd: Okay, I have a motion and a second for an Executive Session. Mr. Nary? Nary: Nothing, Mayor I am sorry. De Weerd: Will you please call roll. Roll Call: Wardle, aye; Bird, aye; Rountree, aye and Borton, aye. Item 4. Executive Session per Idaho Code 67-2345 1 (a) and (c): Wardle: Madame Mayor, I move we come out of Executive Session. Rountree: Second. De Weerd: Okay, I have a motion and a second to come out of Executive Session. All those in favor say aye. ALL AYES. MOTOIN CARRIED. Item 5. Approve Economic Development Coordinator Contract: De Weerd: Okay I will need a motion to add the contract for the Economic Development Coordinator to our agenda for Council consideration. Bird: Madame Mayor. De Weerd: Mr. Bird. Meridian City Council Special Meeting October 13, 2006 Page 6 of 6 Bird: I move we – well, do we have to – that is something that we would determine in an Executive Session – we would just come out and make a motion to – Nary: Make a motion to add that and approve it. Bird: I would move that we add the Economic Development contract to our agenda and approve the contract for three months till January 1, 2007 at the sum of $4,500 per month. Rountree: Second. De Weerd: Okay, I have a motion and a second to add and approve the contract for Economic Development Coordinator. Any discussion? Okay, hearing none, Mrs. Smith will you call roll. Roll Call: Wardle, aye; Bird, aye; Rountree, aye and Borton, aye; ALL AYES. MOTION CARRIED. De Weerd: Okay, Council is there any further business to be considered in front of Council? Hearing none, I would entertain a motion to adjourn. Rountree: So moved. Bird: Second. De Weerd: All those in favor. ALL AYES. MOTION CARRIED. MEETING ADJOURNED AT 9:44 A.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: / / TAMMY DE WEERD, MAYOR DATE APPROVED ATTESTED: ___ WILLIAM G. BERG, JR., CITY CLERK